Associate - Accounts Payable

Responsible for applying general accounting principles and College policies and procedures to the processing and recording of accounts payable information. Must organize and prioritize work to meet deadlines/due dates and use good judgment, discretion and diplomacy when solving problems with vendors and College staff

Plans and coordinates data entry of accounts payable processing, ensuring payments are processed within due dates.

Reviews invoices for accuracy, completeness & proper approvals.

Matches purchase orders with invoices for payments, obtaining change orders and additional department approvals as needed.

Monitors use of College credit cards, ensuring proper paperwork is received and statements are paid and charged to the appropriate departments.

Processes invoice payment of expenses incurred by the College.

Maintains vendor master files.

Works with outside auditors gathering documentation and answering inquiries.

Communicates with outside vendors and College personnel requesting information or giving notification of actions taken concerning items for payment.

Answers questions from the College community on vendor payment status.

Tests and verify upgrades to the ERP system.

Files accounts payable records.

Matches checks issued with back up for correctness of amounts, payee name and address.

Researches vendor statements ensuring timely payment of invoices received.

Release of electronic payments to vendors from the bank. Back up for uploading positive pay files to the bank.

Monitors & resolves outstanding invoices in a timely manner.

Maintains W-9 files of vendors, TIN matching FEIN numbers to the IRS site. 

Responsible for setting up students interfacing from Banner student system. 

Set up CE faculty assigned to a class in Banner.

Process travel requests and reimbursements for all College travel working closely with Accounting on Professional Development reimbursements.

Runs reports and corrects issues pertaining to year end processing of 1099’s, including early retiree payments.

Prepares special reports and projects for the Assistant Controller.

Helps process the College’s Professional Development Program as a primary or back up administrator.

Performs related duties as assigned.

  Education: High school graduate or equivalent with minimum keyboarding skills of 45-wpm.

Experience: Strong data entry and communication skills with a minimum of two years experience in general bookkeeping or accounts payable.